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Administrative Coordinator
Il y a 3 mois
Key Responsibilities:
· Organizes and manages all facets of local or international meetings, both internally and externally.
- Schedule and coordinate meetings efficiently.
- Arrange and secure meeting venues as necessary.
- Plan special events, including identifying and reserving hotels and restaurants, sending invitations, arranging transportation, organizing dinners, selecting gifts, and managing audiovisual requirements.
- Facilitate all aspects of international guests and retailer visits.
- Assist overseas visitors with accommodation and travel logistics, including welcome gifts, letters, and itineraries.
- Oversee the travel planner and monitor budget adherence.
- Utilize advanced PowerPoint skills to create impactful presentations.
- Support traditional administrative tasks such as:
o Arranging travel (flights, accommodations, meetings).
o Establishing and maintaining an organized filing system.
o Managing all files and distributing communications.
- Handle email correspondence and phone calls, addressing requests as needed.
- Follow up on correspondence as required.
- Conduct research and identify relevant articles/items from newspapers, magazines, journals, or online sources as requested.
- Initiate, execute, and complete special projects as defined by management.
- Maintain appropriate administrative record-keeping.
- Track attendance records and holiday schedules for the team.
- Monitor travel budgets effectively.
- Pre-check invoices for managerial approval.
Office Management:
- Serve as the primary contact for the General Services team.
- Ensure the proper functioning of office equipment such as faxes and printers through support functions.
- Oversee the functionality of coffee machines, water supplies, and other office installations via support functions.
- Manage office supply inventory through general services.
- Process purchase orders as necessary.
Team Support:
- Coordinate onboarding agendas for new team members.
- Arrange breakfast for team meetings or when new employees join.
- Update distribution lists as needed.
- Order supplies for new employees.
- Manage the iPhone fleet for employees.
- Act as the point of contact and subject matter expert for team inquiries regarding:
o Expense reporting.
o Travel arrangements.
Qualifications:· Strong multitasking abilities.
· Excellent organizational skills with a demonstrated commitment to administrative excellence.
· Strong interpersonal and diplomatic skills.
· Ability to work independently and autonomously.
· Proficient in Excel, PowerPoint, and Outlook.
· Bilingual proficiency in French and English.
· University degree or equivalent experience.
· Minimum of 5 years in a similar role.
